Town of Flower Mound, Texas

2121 Cross Timbers Road
Flower Mound, Texas 75028
972.874.6000

For service requests or questions, email
townhall@flower-mound.com
or call 972.539.SERV. After hours, please call 972.539.0525.

Purchasing

Doing Business

As a local government, the Town of Flower Mound promotes fair and open competition among vendors in order to obtain quality goods and services at the best prices available, maximizing tax dollars invested by our residents. All interested and qualified vendors of materials, supplies, or services are encouraged to participate in the procurement activities of the Town.

Hours of Operation

Regular business hours are 8 a.m. to 5 p.m. Monday through Friday. The Purchasing Manager meets with vendors by appointment only. Please call the Purchasing Office at 972.874.6006 to schedule an appointment.

The Purchasing Office also encourages prospective vendors to schedule appointments directly with the departments that may benefit from the goods or services offered by your organization. Please visit the Town of Flower Mound Departments directory to view departments and contact information.

Purchasing Thresholds

Purchases less than $3,000: Departments have the authority to purchase goods and services based on a single quote.

Purchases over $3,000 and less than $50,000: Written quotes and compliance with State of Texas Historically Underutilized Business (HUB) laws are required, unless the purchase is otherwise exempted as defined in Chapter 252 of the Texas Local Government Code. For purchases that fall within this dollar threshold, the end users have the option to either obtain quotes on their own, or request that Purchasing solicit quotes through BidSync as “Quick Quotes”. The Purchasing Office has the sole authority to issue a purchase order on behalf of the Town for the procurement of goods or services within this dollar threshold. If a written contract is required, Town Council approval is required for amounts in excess of $15,000.

Purchases in excess of $50,000: Unless otherwise exempted from competitive bid laws as defined in Chapter 252 of the Texas Local Government Code, the Town will conduct a formal bid/proposal process in order to obtain goods or services in excess of $50,000. Formal bid/proposal processes are solicited through BidSync. The Purchasing Office has the sole authority to issue a purchase order on behalf of the Town for the procurement of goods or services in excess of $50,000. Town Council approval is required for all purchases in excess of $50,000.

Methods of Procurement

The Town of Flower Mound utilizes the following methods to procure goods and services:

Competitive Sealed Bids
Competitive Sealed Proposals
Request for Proposals
Request for Statements of Qualifications
Request for Quotes

The Town of Flower Mound will award all competitive sealed bids and request for quotes to the lowest responsible bidder, unless the bid is clearly identified as a “Best Value Bid.”

The “best value” method is utilized for the basis of award for selected bids and quotes and all proposals. In these instances, the selection criteria will be clearly identified in the bid/proposal document. The best value method may take into consideration, in whole or in part:

The purchase price
The reputation of the bidder and the bidder's goods or services
The quality of the bidder's goods or services
The extent to which the goods or services meet the Town’s needs
The bidder's past relationship with the Town
The total long-term cost to the Town
Any relevant criteria specifically listed in the request for bids or proposals

The Town of Flower Mound also has the authority to purchase from existing contracts established through the State of Texas Procurement and Support Services (TPASS) Cooperative Purchasing Program, as well as existing contracts established through various cooperative purchasing venues.

Legislation that governs municipal procurement can be found in Chapters 252 and 271 of the Texas Local Government Code, and Chapter 2254 of the Texas Government Code.

BidSync Information

The Town of Flower Mound utilizes BidSync, an electronic bid response system, to advertise and receive bids electronically over the Internet. BidSync was selected because of the strong functionality of its software, the high degree of local flexibility of the system, and the large membership that serves as the Town of Flower Mound’s vendor database.

BidSync distributes automatic email or fax notifications to those vendors who are registered with BidSync. Bid notifications are based on commodity codes selected by each individual vendor at the time of registration. Additional benefits to vendors include:

Locate local and nationwide bidding opportunities
Manage your bid responses electronically
Advertise your products and services to buyers and suppliers both locally and nationwide
Save time and money in response to public agency bids

The Town of Flower Mound has elected to fund a monthly fee to BidSync in order to eliminate all costs for vendors to utilize the system for standard bids. There is a one percent transaction fee charged to the awarded vendor for Cooperative Bids and Reverse Auctions only. Cooperative Bids and Reverse Auctions will be clearly identified on the bid documents.

The Town encourages potential vendors to take advantage of this no cost alternative. Please visit www.bidsync.com for further information and instructions on how to register for this service.

For additional options on how to obtain bid/proposal documents, please visit the Current Bids and Proposals page.

Invoices and Payment

In order to expedite payments, vendors should submit invoices to the attention of the Accounts Payable Department, 2121 Cross Timbers Road, Flower Mound, Texas 75028, or via email to accountspayable@flower-mound.com. Failure to do so may cause a delay in payment.

The Town of Flower Mound complies with the Prompt Payment Act, Section 2252.025 of the Texas Government Code. The Prompt Payment Act ensures that companies transacting business with government agencies are paid in a timely manner. With certain exception, the act requires that the government agency make payment within 30 days of submission of a properly prepared invoice by a vendor. For amounts not paid within thirty days of receipt of the invoice, the Town is obligated to pay interest at the current rate of 12 percent per annum.

The Town of Flower Mound Accounts Payable Department issues payments to vendors once a week. Checks are mailed each Friday.

Questions in regards to payments should be directed to the Accounts Payable Department at 972.874.6036.

Taxes

The Town of Flower Mound is exempt from paying federal excise and transportation taxes and Texas State or local sales and use taxes. If a vendor includes any such taxes on price quotes or invoices, the amount of the taxes will be deducted from the total of the price quote or invoice.

A Tax Exempt Form will be provided by the Town of Flower Mound upon request. A request can be submitted in writing to purchasing@flower-mound.com or by contacting the Purchasing Office at 972.874.6006.

Historically Underutilized Business (HUB) Information

A "Historically Underutilized Business" is an entity with its principal place of business in Texas and is at least 51 percent owned by an Asian Pacific American, Black American, Hispanic American, Native American and/or American woman who reside in Texas and have a proportionate interest and demonstrate active participation in the control, operations, and management of the entity's affairs.

In accordance with Texas Administrative Code §111.13, each state agency shall make a good faith effort to utilize HUBs in contracts for construction, services (including professional and consulting services), and commodities purchases.

The Statewide HUB Program provides HUB certification for minority and woman-owned businesses in the State of Texas.Vendors seeking certification as a HUB are required to submit a completed HUB certification application and supporting documentation, affirming under penalty of perjury that their business qualifies as a HUB.

For further information on the HUB Program, please contact the State of Texas Comptroller of Public Accounts at 512.463.5872 or toll-free 888.863.5881. Additional information is also available at the following link to the State website www.window.state.tx.us/procurement/prog/hub/hub-certification/.

Disclosure of Certain Relationships

Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity, and who has a conflict of interest with the entity, disclose such conflict in the Conflict of Interest Questionnaire (CIQ). By law, this questionnaire must be filed with the records administrator of the Town of Flower Mound no later than the seventh business day after the date the person becomes aware of facts that require the statement to be filed.

Please refer to Section 176.006 of the Texas Local Government Code for further information. A person commits a Class C misdemeanor offense if the person violates this Section.

Conflict of Interest Questionnaire ( Requires Adobe Reader )